Essential documents, checklists and templates to prepare before ERP implementation begins
Defines project scope, objectives, budget, timeline, team, and executive sponsor. The first document to create and the first to get signed off.
Week-by-week schedule of all activities from kickoff to go-live. Includes milestones, dependencies, and resource assignments.
One per major process area. Documents AS-IS, TO-BE, and functional requirements. Must be signed off before configuration begins.
Technical translation of BRD requirements into system configuration steps, transaction codes, and screen designs.
Documents every configuration setting applied in the system. Used for audits, support, and future upgrades.
Defines what data migrates, who is responsible, templates used, cleansing rules, and the migration schedule.
Step-by-step test scenarios for all major processes. Business users execute and sign off. All P1/P2 defects must be resolved before go-live.
Tracks all issues found during testing. Includes priority, root cause, fix, and retest status. Reviewed daily during UAT.
Detailed timeline of every activity in the last 72 hours before go-live. Who does what, in what order, and by when.
User guides and quick reference cards for each role. Must be available before end-user training sessions begin.
Final checklist confirming all criteria are met. Signed off by project sponsor before the system is switched on.
Defines support structure for first 30–60 days after go-live. Who to call, escalation path, and issue resolution SLAs.
| Section | Field | Content to Complete |
|---|---|---|
| 1. Project Overview | Project Name | e.g., "ERP Implementation — Phase 1" |
| Business Units in Scope | List every department / legal entity included | |
| Go-Live Target Date | Agreed target — note if phased go-live is planned | |
| 2. Modules In Scope | Finance (FI) | Yes / No / Phase 2 |
| Sales & Distribution (SD) | Yes / No / Phase 2 | |
| Materials Management (MM) | Yes / No / Phase 2 | |
| Other Modules | List any additional modules included or excluded | |
| 3. Processes In Scope | Order to Cash | Describe specific sub-processes included |
| Procure to Pay | Describe specific sub-processes included | |
| Inventory Management | Describe specific sub-processes included | |
| Financial Reporting | List which reports are required at go-live | |
| Payroll Integration | In scope / Out of scope / Future phase | |
| 4. Explicitly OUT of Scope | Item 1 | e.g., "E-commerce integration — Phase 2" |
| Item 2 | e.g., "HR / Payroll module" | |
| Item 3 | e.g., "Advanced analytics / BI reporting" | |
| Item 4 | e.g., "Historical data older than 2 years" | |
| 5. Assumptions | Assumption 1 | e.g., "Business will provide key users 50% of their time" |
| Assumption 2 | e.g., "Master data provided clean by client" | |
| Assumption 3 | e.g., "No ABAP development required beyond agreed list" | |
| 6. Sign-Off | Project Sponsor | Name, signature, date |
| Lead Consultant | Name, signature, date |
| Timing | Activity | Owner | Duration | Status |
|---|---|---|---|---|
| T-7 Days | Final data migration mock run in QA system | IT / Consultant | 1 day | [ ] Done |
| T-5 Days | All open UAT defects resolved and retested | Consultant | Ongoing | [ ] Done |
| T-5 Days | User training completed for all key users | Training Lead | 3 days | [ ] Done |
| T-3 Days | Go/No-Go meeting with steering committee | Project Sponsor | 2 hours | [ ] Done |
| T-2 Days | Freeze legacy system transactions (no new entries after agreed time) | Finance Lead | — | [ ] Done |
| T-2 Days | Extract final data from legacy system for migration | IT Lead | 4 hours | [ ] Done |
| T-1 Day | Load opening balances (GL, AR, AP, stock) into production system | Finance + IT | Full day | [ ] Done |
| T-1 Day | Verify opening balances against agreed trial balance | CFO / Finance | 3 hours | [ ] Done |
| T-1 Day | Confirm production system access for all users | IT | 2 hours | [ ] Done |
| Go-Live Day | System officially switched on — first transactions entered | Project Manager | — | [ ] Done |
| Go-Live Day | Hyper-care team on-site / on-call for immediate support | Consultant | Full day | [ ] Done |
| Day +1 | End-of-day review — issues log reviewed, critical items escalated | PM + Consultant | 1 hour | [ ] Done |
| Day +7 | First week review — volumes, issues, user confidence assessed | Project Sponsor | 2 hours | [ ] Done |
| Day +30 | Month-end close review — first financial close in new system | Finance Lead | — | [ ] Done |